Waivers & Document Signing

GymPoint's document system lets you create waivers, contracts, and liability agreements that members sign digitally. No more paper forms — everything is captured, stored, and accessible from the member's profile.

Creating Waiver Templates

Waiver templates define the content and layout of your documents. Templates use HTML for formatting and support variable substitution for personalization.

To create a waiver template:

1. Navigate to Settings > Members > Documents.
2. Click New Template.
3. Enter a template name (e.g., "Liability Waiver," "Membership Agreement," "Minor Consent Form").
4. Compose the document content using the rich text editor, or switch to HTML mode for full control over layout and formatting.
5. Insert variable placeholders where you want member-specific data to auto-fill:
   • {{customer.full_name}} — the member's full name
   • {{customer.email}} — the member's email address
   • {{customer.phone}} — the member's phone number
   • {{membership.plan_name}} — the member's current plan
   • {{company.name}} — your gym's business name
   • {{company.address}} — your gym's address
   • {{date.today}} — the current date
6. Click Save Template.

HTML template tips:

• Use standard HTML elements (<h1>, <p>, <ul>, <table>) for structure.
• Inline CSS is supported for styling.
• Keep the design clean and readable — this is a legal document members need to understand.
• Test the template with a preview before requiring members to sign it.

Requiring Waivers for Enrollment

You can require members to sign one or more waivers as part of the enrollment process.

To require a waiver:

1. Go to Settings > Members > Documents.
2. Click Add Requirement.
3. Select the waiver template to require.
4. Choose when it's required:
   • During enrollment — must be signed before membership is activated
   • At first check-in — prompted on the kiosk or by staff during the first visit
   • On demand — staff manually sends the waiver to the member
5. Choose whether the requirement applies to all members or only specific plans.
6. Click Save.

When a required waiver is unsigned, the member's profile displays an alert, and the kiosk can block check-in until the waiver is completed.

Digital Signature Capture

GymPoint captures legally binding digital signatures on waivers and contracts.

How signature capture works:

1. The member opens the document (via the portal, kiosk, or a link sent by email).
2. They review the full document text by scrolling through it.
3. At the bottom, they see a signature pad where they draw their signature using a finger (on touch devices) or mouse.
4. They type their printed name in the name field.
5. They check an acknowledgment box confirming they've read and agree to the terms.
6. They click Sign Document.

The signed document is stored with:

• The member's drawn signature image
• The printed name they entered
• The date and time of signing
• The IP address of the device used
• A unique document hash for integrity verification

Signing on the kiosk:

If a member needs to sign a waiver during check-in, the kiosk automatically displays the unsigned document. The member reviews and signs it directly on the tablet screen.

Viewing Signed Documents

All signed documents are accessible from the member's profile.

To view a member's signed documents:

1. Open the member's profile.
2. Click the Documents tab.
3. View a list of all signed and unsigned documents for this member.
4. Click any signed document to open the full document with the signature and signing details.
5. Click Download PDF to save a copy of the signed document.

Bulk document search:

To find signed documents across all members:

1. Go to Members > Documents.
2. Search by template name, member name, or date range.
3. Export the list if needed for compliance or auditing purposes.

Waiver Version Management

When you update a waiver template, GymPoint tracks versions so you know exactly which version each member signed.

How version management works:

1. When you edit and save a waiver template, a new version is created.
2. Previously signed documents retain the original version text — they are never retroactively changed.
3. If you need members to sign the updated version, you can trigger a re-signing requirement.

To require re-signing after an update:

1. Go to Settings > Members > Documents.
2. Open the updated template.
3. Click Require Re-Sign.
4. Choose the scope: all members, or only members who signed a previous version.
5. Members are notified that a new version needs their signature.

Their previous signed version remains on file for record-keeping. The new signed version is added alongside it.

Tips

• Have a lawyer review your waiver content. GymPoint provides the signing mechanism, but the legal language should be vetted by a professional.
• Keep waivers concise and readable. Long, dense documents lead to frustration. Use clear headings, bullet points, and plain language.
• Test on a mobile device. Many members will sign on a phone or tablet, so make sure the document is readable and the signature pad works well on smaller screens.
• Archive old versions. When a template is significantly revised, keep a record of previous versions for liability protection.
• Use the kiosk for walk-in waivers. New members can sign waivers at the front desk during their first visit without any paperwork.